As the RFP period gets underway, how can travel buyers make a success of the season?

Navigating RFP season is one of the biggest challenges for travel buyers - with more corporates travelling for business, seeking face-to-face connections to support their strategic goals, and the increasing focus on traveller wellbeing as well as key sustainability considerations.???

An RFP, at its core, is a search for specific solutions that set travel buyers up for success. Taking a care-led approach to what can, at times, feel like a cost-driven process, is where we tend to find travel buyer clients feel a huge sense of achievement - not only by meeting the company’s corporate travel goals for the upcoming year, but also through the sense of satisfaction that comes with showing care,? especially for those who spend so much time ‘on the road’.?

Here are my tips to help you make a success of the season.??

Understanding the why?

First and foremost, travel buyers must understand why they are undertaking an RFP in the first place. Not only will this help to define their goals and objectives for the RFP process, but also ensure that they align with the wider business values.???

Travel buyers should review their current travel programme’s performance, identifying gaps for improvement - from travel spend and compliance to traveller satisfaction. For any change in supply to be truly successful, it’s important buyers have the voice of their travellers to address their needs and demonstrate care towards them. It’s critical to share this insight with TMCs – quite simply, the more you put into the process, the more you will get out of it. Without clear goals, it’s merely a pricing exercise.??

Creating a strong RPF team?

Engaging other stakeholders from across the business will give you a 360-degree view of the company’s travel requirements and help ensure the RFP is as comprehensive as possible. I’d encourage you to consult finance, the people/HR team, and frequent travellers as a minimum, thereby building a strong, multi-disciplined team.??

Setting a realistic RFP timeline?

Setting a clear timetable at the outset will help avoid unnecessary pressure further down the line. It’s easy to underestimate how long the process will take, with many buyers only giving themselves a couple of months, leading to stressful delays. Allow sufficient time for any foundational work, stakeholder discussions and consultation, a response from the travel management company and the subsequent vetting processes. Crucially, it also allows time to ensure that your company values meet and complement those held by the potential new TMC.??

Getting to know the market?

When it comes to inviting TMCs to participate in the process, knowing the business travel market, the kind of suppliers in the space and again, those with whom you share similar values and culture, is critical.? Shortlisting a select group of TMCs aligned with your business will focus the RFP process, as well as saving time.??

Similarly, conducting industry benchmarks on your travel programme can provide valuable insights around the expectations of a travel management company, their services and support.??

Moreover, meeting with TMCs before issuing an RFP is essential. It provides an opportunity to observe their people and technology in action, helping you evaluate whether their company culture and capabilities align with your needs.??

Clarity and transparency?

Clear communication is the foundation of the RFP process – whether you are the buyer or supplier. Well-defined requirements and expectations from buyers will generate more accurate and relevant responses from TMCs, which in turn enhances the buyers’ decision-making process.??

Whilst RFPs can be a complex process and significant undertaking, with the right level of planning and preparation, it can become far more manageable and successful. Keep in mind that while it’s crucial to follow a formal and rigorous process, it’s equally important to maintain strong communication, fairness, and transparency from the start.??

To reiterate, do keep people at the heart of your process. Though vastly important, this isn’t solely a cost-saving exercise, it’s about driving the most value from your corporate travel management and finding the right partner to share and support your strategic goals. You can find out more about how to introduce a care-led approach to your RFP process in our recent blog .??

We’ve also put together an ultimate RFP checklist to help you make sure you’ve covered all bases for a successful RFP period.??

Are you looking for a TMC that will support you in putting care at the core of your travel management programme? Look no further than Travel Counsellors for Business. Our friendly team would love to have an informal chat about your requirements, so get in touch today .??

Mel Quinn, Director of Corporate Travel, Travel Counsellors for Business??